System and method for gathering, managing, and analyzing patient recruitment

ABSTRACT

A system and method for gathering, managing, and analyzing patient recruitment contains logic configured to receive patient marketing material from a source and logic configured to determine whether the patient marketing material is approved for use by a system administrator. The system also contains logic configured to provide the patient marketing material to a sponsor of a clinical study requiring patient recruitment, where the patient marketing material is provided to the sponsor for approval by the sponsor, and the system contains logic configured to determine if regulatory approval of the patient marketing material is required. Further, the system contains logic configured to make the patient marketing material available to a patient investigatory site for use in recruiting a patient for the clinical study.

CROSS-REFERENCE TO RELATED APPLICATION

This application is a divisional of U.S. application entitled, “Systemand Method for Gathering, Managing, and Analyzing Patient Recruitment,”having Ser. No. 12/016,725, filed Jan. 18, 2008, which claims thebenefit of U.S. Provisional Application entitled, “TrialCentralNetService Suite,” having Ser. No. 60/881,057, filed Jan. 18, 2007. Theentire contents of the above applications are incorporated herein byreference.

FIELD OF THE INVENTION

The present invention is generally related to health care, and moreparticularly is related to a system and method for gathering, managing,and analyzing patient recruitment activities and related metrics.

BACKGROUND OF THE INVENTION

Within the fields of clinical research for pharmaceuticals, medicaldevices, and biologics, there are many electronic data collection andoperational support systems known as clinical trial management systemsor electronic data capture systems. Generally, in the patientrecruitment process a company with a product, such as, but not limitedto, a pharmaceutical company with a new drug, or a medical devicecompany with a new medical device, have studies, also referred to astrials, that require completion to a degree of regulatory satisfaction.Such regulatory satisfaction may be as determined by organizations suchas the Food and Drug Association (FDA). The company contracts withinvestigational sites for the completion of the studies, while theinvestigational sites are responsible for recruiting patients, havingthe studies completed, and reporting results of the studies.

Presently available systems address many aspects of interest to clinicalresearch operations and management professionals, however, the solutionsdo not address the information-collection and process-managementrequirements of complex, multinational physician and patientrecruitment, enrollment, and retention elements of their work.

Thus, a heretofore unaddressed need exists in the industry to addressthe aforementioned deficiencies and inadequacies.

SUMMARY OF THE INVENTION

Embodiments of the present invention provide a system and method forgathering, managing, and analyzing patient recruitment. Brieflydescribed, in architecture, one embodiment of the system, among others,can be implemented as follows. The system contains logic configured toreceive patient marketing material from a source and logic configured todetermine whether the patient marketing material is approved for use bya system administrator. The system also contains logic configured toprovide the patient marketing material to a sponsor of a clinical studyrequiring patient recruitment, where the patient marketing material isprovided to the sponsor for approval by the sponsor, and the systemcontains logic configured to determine if regulatory approval of thepatient marketing material is required. Further, the system containslogic configured to make the patient marketing material available to apatient investigatory site for use in recruiting a patient for theclinical study.

Other systems, methods, features, and advantages of the presentinvention will be or become apparent to one with skill in the art uponexamination of the following drawings and detailed description. It isintended that all such additional systems, methods, features, andadvantages be included within this description, be within the scope ofthe present invention, and be protected by the accompanying claims.

BRIEF DESCRIPTION OF THE DRAWINGS

Many aspects of the invention can be better understood with reference tothe following drawings. The components in the drawings are notnecessarily to scale, emphasis instead being placed upon clearlyillustrating the principles of the present invention. Moreover, in thedrawings, like reference numerals designate corresponding partsthroughout the several views.

FIG. 1 is a schematic diagram illustrating an example of a generalpurpose computer that can implement the recruitment system of thepresent invention.

FIG. 2 is a schematic diagram further illustrating functional blocksrepresenting functionality defined by the software of FIG. 1, inaccordance with a first exemplary embodiment of the invention.

FIG. 3A and FIG. 3B are flowcharts further illustrating functionalityperformed by the item manager and regulator tracker of FIG. 2.

FIG. 4 is a flowchart exemplifying financial management as provided bythe media manager of FIG. 2.

FIG. 5 is a flowchart illustrating a return-on-investment process asperformed by the media manager of FIG. 2.

FIG. 6 is a flowchart illustrating functionality performed by thepatient manager of FIG. 2 when a call-center is involved.

FIG. 7 is a flowchart illustrating functionality performed by thepatient manager of FIG. 2 when a potential patient contacts aninvestigatory site directly.

FIG. 8 is a flowchart illustrating functionality performed by thepatient manager of FIG. 2 when a potential patient is approachedregarding participating in a clinical study while at a medical facility.

FIG. 9 is an example of a client view screen provided by the recruitmentsystem of FIG. 1.

FIG. 10 is an example of an item manager screen provided by therecruitment system of FIG. 1.

FIG. 11 is an example of a tool manager screen provided by therecruitment system of FIG. 1.

DETAILED DESCRIPTION

As a central repository for data from multiple points such as, but notlimited to, call centers, Clinical Trial Management Systems (CTMS),interactive voice response systems (IVRS), and study sites, the presentsystem and method tracks individual patients from original inquirythrough randomization, and provides a window into actual siteperformance metrics. The present system and method provides clinicaltrial sponsors with operational data and infrastructure needed toimmediately and cost effectively establish situational awareness, and toanticipate recruitment needs and rapidly react to enrollment shortfalls.It should be noted that the present system is referred to herein as arecruitment system. In addition, the present system and method may beprovided by a Web-based application for gathering, managing, andanalyzing patient recruitment activities and related metrics. Thefollowing description assumes that the present system and method isprovided by a Web-based application. It should be noted that the systemand method may also be provided in an environment that is not Web-based.

The recruitment system of the invention can be implemented in software(e.g., firmware), hardware, or a combination thereof. In the currentlycontemplated best mode, the recruitment system is implemented insoftware, as an executable program, and is executed by a special orgeneral purpose digital computer, such as a personal computer (PC;IBM-compatible, Apple-compatible, or otherwise), workstation,minicomputer, or mainframe computer. Specifically, the recruitmentsystem, as provided by the computer, may be accessible via a Web site,through which parties using the recruitment system may interact. Furtherdescription of the recruitment system, and interaction therewith isprovided below.

An example of a general purpose computer that can implement therecruitment system of the present invention is shown in FIG. 1. In FIG.1, the recruitment system is denoted by reference numeral 10. It shouldbe noted that communication with the recruitment system may be providedby multiple means such as, but not limited to, the Internet. Furtherdescription with regard to use of the recruitment system via use of theInternet is provided below.

Generally, in terms of hardware architecture, as shown in FIG. 1, thecomputer 10 includes a processor 12, memory 14, storage device 15, andone or more input and/or output (I/O) devices 16 (or peripherals) thatare communicatively coupled via a local interface 18. The localinterface 18 can be, for example but not limited to, one or more busesor other wired or wireless connections, as is known in the art. Thelocal interface 18 may have additional elements, which are omitted forsimplicity, such as controllers, buffers (caches), drivers, repeaters,and receivers, to enable communications. Further, the local interfacemay include address, control, and/or data connections to enableappropriate communications among the aforementioned components.

The processor 12 is a hardware device for executing software,particularly that stored in the memory 14. The processor 12 can be anycustom made or commercially available processor, a central processingunit (CPU), an auxiliary processor among several processors associatedwith the computer 10, a semiconductor based microprocessor (in the formof a microchip or chip set), a macroprocessor, or generally any devicefor executing software instructions.

The memory 14 can include any one or combination of volatile memoryelements (e.g., random access memory (RAM, such as DRAM, SRAM, SDRAM,etc.)) and nonvolatile memory elements (e.g., ROM, hard drive, tape,CDROM, etc.). Moreover, the memory 14 may incorporate electronic,magnetic, optical, and/or other types of storage media. Note that thememory 14 can have a distributed architecture, where various componentsare situated remote from one another, but can be accessed by theprocessor 12.

The software 100 in memory 14 may include one or more separate programs,each of which comprises an ordered listing of executable instructionsfor implementing logical functions of the recruitment system, asdescribed below. In the example of FIG. 1, the software 100 in thememory 14 defines the recruitment system functionality in accordancewith the present invention. In addition, the memory 14 may contain anoperating system (O/S) 22. The operating system 22 essentially controlsthe execution of computer programs and provides scheduling, input-outputcontrol, file and data management, memory management, and communicationcontrol and related services.

The recruitment system 10 may be provided by a source program,executable program (object code), script, or any other entity comprisinga set of instructions to be performed. When a source program, then theprogram needs to be translated via a compiler, assembler, interpreter,or the like, which may or may not be included within the memory 14, soas to operate properly in connection with the O/S 22. Furthermore, therecruitment system 10 can be written as (a) an object orientedprogramming language, which has classes of data and methods, or (b) aprocedure programming language, which has routines, subroutines, and/orfunctions.

The I/O devices 16 may include input devices, for example but notlimited to, a keyboard, mouse, scanner, microphone, etc. Furthermore,the I/O devices 16 may also include output devices, for example but notlimited to, a printer, display, etc. Finally, the I/O devices 16 mayfurther include devices that communicate via both inputs and outputs,for instance but not limited to, a modulator/demodulator (modem; foraccessing another device, system, or network), a radio frequency (RF) orother transceiver, a telephonic interface, a bridge, a router, etc.

When the recruitment system 10 is in operation, the processor 12 isconfigured to execute the software 100 stored within the memory 14, tocommunicate data to and from the memory 14, and to generally controloperations of the computer 10 pursuant to the software 100. Therecruitment system 10 and the O/S 22, in whole or in part, but typicallythe latter, are read by the processor 12, perhaps buffered within theprocessor 12, and then executed.

When the recruitment system 10 is implemented in software, as is shownin FIG. 1, it should be noted that the recruitment system 10 can bestored on any computer readable medium for use by or in connection withany computer related system or method. In the context of this document,a computer readable medium is an electronic, magnetic, optical, or otherphysical device or means that can contain or store a computer programfor use by or in connection with a computer related system or method.The recruitment system 10 can be embodied in any computer-readablemedium for use by or in connection with an instruction execution system,apparatus, or device, such as a computer-based system,processor-containing system, or other system that can fetch theinstructions from the instruction execution system, apparatus, or deviceand execute the instructions. In the context of this document, a“computer-readable medium” can be any means that can store, communicate,propagate, or transport the program for use by or in connection with theinstruction execution system, apparatus, or device.

The computer readable medium can be, for example but not limited to, anelectronic, magnetic, optical, electromagnetic, infrared, orsemiconductor system, apparatus, device, or propagation medium. Morespecific examples (a nonexhaustive list) of the computer-readable mediumwould include the following: an electrical connection (electronic)having one or more wires, a portable computer diskette (magnetic), arandom access memory (RAM) (electronic), a read-only memory (ROM)(electronic), an erasable programmable read-only memory (EPROM, EEPROM,or Flash memory) (electronic), an optical fiber (optical), and aportable compact disc read-only memory (CDROM) (optical). Note that thecomputer-readable medium could even be paper or another suitable mediumupon which the program is printed, as the program can be electronicallycaptured, via for instance optical scanning of the paper or othermedium, then compiled, interpreted or otherwise processed in a suitablemanner if necessary, and then stored in a computer memory.

In an alternative embodiment, where the recruitment system 10 isimplemented in hardware, the recruitment system 10 can be implementedwith any or a combination of the following technologies, which are eachwell known in the art: a discrete logic circuit(s) having logic gatesfor implementing logic functions upon data signals, an applicationspecific integrated circuit (ASIC) having appropriate combinationallogic gates, a programmable gate array(s) (PGA), a field programmablegate array (FPGA), etc.

FIG. 2 is a schematic diagram further illustrating functional blocksrepresenting functionality defined by the software 100 of FIG. 1, inaccordance with a first exemplary embodiment of the invention. As isshown by FIG. 2, the software 100 defines a policy manager 110. Thepolicy manager 110 defines levels of information access provided tousers of the present recruitment system 10.

Examples of potential users of the recruitment system may include, butare not limited to, clinical study coordinators (study coordinators),sponsors, system administrators, monitors, investigators, clinicalresearch coordinators, regulatory review boards, patient recruitmentmanagers, and investigators. The following defines certain of theabove-mentioned.

Clinical research coordinator (CRC): The site administrator for aclinical study whose duties are usually delegated by a principalinvestigator. The CRC is a person at a medical or research facility thatmanages the daily activities of a clinical study, including coordinationof the treatment or testing of patients. The CRC may also be referred toas a researcher, study coordinator, healthcare coordinator, datamanager, research nurse, or protocol nurse.

Sponsor: an individual, company, institution, or organization takingresponsibility for initiation, management, and financing of a clinicalstudy. Usually the developer of the experimental drug, medical device,or treatment designs the study and pays for the trial.

Monitor: a person employed by a sponsor or a clinical researchorganization (CRO) to review study records to determine that a study isbeing conducted in accordance with the protocol. Duties of a monitor mayinclude, but are not limited to, helping plan and initiate a clinicaltrial and assessing the conduct of trials. Monitors work with theclinical research coordinator to check all data and documentation fromthe clinical trial.

Investigator: A medical professional responsible for the overall conductof a clinical trial at an investigational site. When more than oneinvestigator is involved in a study, the group's leader is the principalinvestigator. Investigators include medical researchers in charge ofcarrying out a protocol of a clinical trial.

The policy manager 110 allows for an administrator of the recruitmentsystem 10 to create a unique policy, which is a set of activitiesdefined by the administrator. An activity is defined as an operationthat is a command for adding, viewing, modifying, or deleting records.Policies allow the administrator to customize views and access rights toinformation provided by the present recruitment system 10. Examples ofsuch information may include, but is not limited to, patient informationand management reports. Specifically, due to regulatory restrictions,patient information should not be viewed by sponsors of a trial, whileinvestigators conducting a trial should not have access to managementreports that are reviewed by sponsors of the trial. Assigning policiesto parties interacting with the recruitment system 10 allows forinformation control after a party logs into the recruitment system 10.

Each user of the recruitment system 10 is assigned a policy. Users areauthenticated at a login process prior to being able to interact withthe recruitment system 10, which directs the user to a customized viewaccording to their assigned policy. This ensures a highly secure cyberenvironment for studying information and for communication. Personalviews can be presented in any language with a simple modification of thepolicy. This dynamic functionality allows customization per user, perpage, per function.

As is shown by FIG. 2, the software 100 also defines an enrollment andsite calculation model 120. In accordance with the present invention, asdefined by the enrollment and site calculation model 120, therecruitment system 10 may take investigatory site initiation data (SID),that is either inputted directly or received from a secondary source,and link the data to investigatory site randomization data and patientscreening data. The patient screening data may be received from asecondary source such as, for example, an interactive voice responsesystem (IVRS) or a clinical trial management system. The recruitmentsystem 10 calculates the difference between SID and first patientrandomized to create a new data point. The recruitment system 10 alsoallows for this data point to be aggregated and averaged by a number ofvariables including: site type (e.g., hospital-based, commercialresearch center, private practice), location (e.g., country, market,etc.), and physician specialty (e.g., oncology, urology).

The last patient screened date is compared to the date of the report(e.g., today's date as calculated by the system) to determine thedifference between these dates to create an additional new data point.The recruitment system 10 allows for this data point to be aggregatedand averaged by the same variables described above.

The recruitment system 10 then compares data points of eachinvestigatory site to the mean, median, or mode, and identifies theamount and direction of variance, to provide direction on businessinterventions. The recruitment system 10 identifies trends in these datasets to track improvements or declines in individual investigatory siteperformance and study performance overall.

The specific combination of these data points into one analytic toolprovided by the enrollment and site calculation model 120 provides a newlayer of information not available in systems designed to support otherprocesses in clinical trial management. Examples of sources of data fromwhich data may be received by the present recruitment system 10 include,CTMS, electronic data capture software, patient diaries, IVRS, directdata entry, and general desktop software tools (e.g., Excel, Word,Access). These data sets have select data points which relate to variousaspects of patient recruitment planning, implementation andredeployment, however, the present recruitment system 10 links the datapoints in a way that provides a platform specific to patient recruitmentperformance evaluation and decision-making. In addition, because therecruitment system 10 collects information from all of these sources onan ongoing basis, these reports are continuously refreshed withup-to-date information.

Examples of major categories of data sets include, investigators frominvestigatory sites, coordinators from investigatory sites, recruitersfrom investigatory sites, managers of sponsors, monitors of sponsors,managers of CROs, monitors of CROs, call centers of recruitmentcoordinators, media planners of recruitment coordinators, strategists ofrecruitment coordinators, regulatory bodies, protocols, study goals,recruitment tools, patient information, and status for each of theusers, tools, patients, and sites. The present recruitment system 10links information from these sets to each of the other sets.

As is shown by FIG. 2, the software 100 also defines an item manager andregulatory tracker 130. The item manager and regulatory tracker 130 isprovided to track study documents through the earliest stages ofdevelopment through final regulatory approvals. The item manager andregulator tracker 130 manages version control and regulatory approvalsand can be tracked by individual item and by the user.

In accordance with the present invention, the item manager and regulatortracker 130 contains a document manager 132 and a regulatory manager134. The document manager 132 is a central document repository formaterials throughout the development cycle of the materials for use withthe present recruitment system 10. The document manager 132 allowssponsors, sites, and regulatory bodies access to the most updatedversions of materials and previously approved items. In accordance withthe present invention, an item is a document or material that isavailable for use by the present recruitment system 10, however, theitem has not yet obtained regulatory approval. Updates to itemsperformed by the item manager and regulator tracker 130 may trigger analert to a proper user of the recruitment system 10, that a change hasbeen made to items available.

In accordance with the present invention, an item is posted by therecruitment system 10, on, for example, a Web site, and is assigned aspecific level of approval formulated by an approval policy. Such anapproval policy may be a policy implemented by A regulatory body. Basedon the approval policy, each document, or item, is directedautomatically through the appropriate approval channels. The approvalpolicy ensures that each user only has access to the materials, oritems, when the user needs to review or amend the materials or items, oris allowed to use the same.

The regulatory manager 134 provides functionality for regulating accessof investigation sites to materials. Each regulatory body is linked toan investigatory site or sites. Once a site has been linked with aregulatory body, the site will only have access to materials that havebeen approved by that specific regulatory body. In the presentdescription, prior to regulatory approval, materials that maypotentially be used in a patient study, are considered items. However,after an item receives regulatory approval, the item is referred toherein as a tool, or a study tool. It should be noted that, inaccordance with an alternative embodiment of the invention theinvestigatory site may have access to materials other than those thathave been approved by the specific regulatory body.

The following is an example of using the document manager 132 andregulatory manager 134. For example, investigatory site A may be linkedto a regulatory body RB1. The regulatory body RB1 reviews the materialsor document and requires edits to the document. The edits are made andthe document is reposted to the document manager 132 as a new versionand resubmitted for review by the regulatory body RB1. Once theregulatory body RB1 approves the revised document, only site A will haveaccess to that document. No other site will have access to thatdocument.

The result after item approval, such as the document mentioned above, bythe document manager 132 and regulatory manager 134, is a tool or studytool. Through study tools, access is provided to approved patientrecruitment items, also referred to as tools. Visual representations anddescriptions of each tool allows parties involved in patient recruitmentto understand the purpose of an associated patient study enrollmentcampaign and its associated materials. In addition, study tools arelinked with the item manager and regulatory tracker 130, ensuring thateach user only views materials that have the correct approvals.

FIG. 3A and FIG. 3B are flowcharts 200A, 200B further illustratingfunctionality performed by the item manager and regulator tracker 130,specific to item approval and posting for seven investigatory sites. Itshould be noted that any process descriptions or blocks in flowchartsshould be understood as representing modules, segments, portions ofcode, or steps that include one or more instructions for implementingspecific logical functions in the process, and alternativeimplementations are included within the scope of the present inventionin which functions may be executed out of order from that shown ordiscussed, including substantially concurrently or in reverse order,depending on the functionality involved

Referring to FIG. 3A, an administrator of the present recruitment system100 may upload a first version of an item, which is a potential patientrecruitment study tool (block 202). While there are many examples ofitems, one example may include a patient brochure. A patient recruitmentsystem administrator then determines whether the item is approved foruse in the patient recruitment system 10 (block 204). If theadministrator approves the item, the item automatically appears in aclient view for the client to review the item (block 206) and the itemis listed as pending. An example of a client view screen 600 is shown byFIG. 9. It should be noted that the client is the sponsor.Alternatively, if editing of the item is required, the item is returnedto a source of the item, resulting in a version two of the item (block208) and the item is returned to the administrator for review.

As is shown by block 210, the client then reviews the item. If theclient rejects the item, the item is removed from the client view and isno longer considered by the patient recruitment system 10 (block 212).If the client wishes for the item to be edited, the item is returned tothe administrator for editing (block 214), where a next version of theitem may be produced and the item review by the administrator startsagain (block 204). Alternatively, as shown by block 216, if the clientapproves the item a determination is made as to whether regulatoryapproval of the item is required. As example of an item manager screen700 is provided by FIG. 10.

As is legally required, regulatory approval is required prior toproviding items to patients. Specifically, prior to an investigatorysite being able to provide items to patients, regulatory approval isrequired. In the United States, one example of a regulatory body fromwhich approval is required prior to allowing items to be provided topatients is the institutional review board. The institutional reviewboard is an independent group of professionals designated to review andapprove a clinical protocol, informed consent forms, clinical studyadvertisements and patient brochures, to ensure that the clinical studyand associated trials are safe and effective for human participation. Itis the institutional review board's responsibility to ensure thatpatients are protected and that the study adheres to United States Foodand Drug Administration regulations. As is known by those havingordinary skill in the art, a protocol is a comprehensive plan describingthe objectives, study design, methodology, statistical considerationsand organization of a clinical trial. A study protocol must be approvedby an Institutional Review Board or Independent Ethics Committee beforeinvestigational drugs can be administered to people.

In foreign countries, one example of a regulatory body from whichapproval is required prior to allowing items to be provided to patients,is an ethics committee. An ethics committee is an independent reviewboard responsible for ensuring the protection of rights, safety, andwell being of people participating in a clinical trial. Ethicscommittees are comprised of both medical and scientific professionals,and non-scientific people, and customarily review protocols andsuitability of investigators and facilities, as well as methods andmaterials used to enroll patients.

FIG. 3B illustrates a flowchart 200B that is specific to addressingregulatory approval requirements and handling of the same. As is shownby block 220, if the item does not require regulatory approval, the itemis made into a tool and the patient recruitment system 100 makes thetool available to investigatory sites, within a study tool section ofthe Web site provided by the patient recruitment software 10.

As shown by block 222, if the item is required to proceed through aregulatory review, the item receives a regulatory review for eachinvestigatory site. In accordance with the present example, seveninvestigatory sites are considered where a site A is subjected toregulation 1A (block 224), site B is subjected to regulation 2B (block226), and sites C, D, E, F, and G are subjected to regulation 3C (block228).

FIG. 3B provides the example where regulation 1A requires edits to beperformed to the item prior to approval (block 230). As shown by FIG.3B, due to edits being required by regulation 1A, the item is returnedto the administrator where a next version of the item may be producedand the item review by the administrator starts again (block 232). Afterapproval of the next version of the item, the item is saved and postedby the patient recruitment system 100 as the regulation 1A, site A, itemversion (block 234). It should be noted that the item is not availableuntil the next version is approved by the administrator, client, andregulation 1A.

FIG. 3B also provides the example where the item is rejected byregulation 2B for site B (block 236). In this example, the item will notbe seen as a study tool at site B (block 238).

Referring to FIG. 3B, an example is also provided where the item isapproved by regulation 3C for sites C, D, E, F, and G (block 240). Inthis situation, the item is approved without edits and the item isposted within the study tool section of the Web site provided by thepatient recruitment software 10 as the regulation 3C version of the item(block 242).

An example of a tool manager screen 750 provided by the patientrecruitment system 10 is provided by FIG. 11. As is shown by FIG. 11,the tool manager screen 750 contains a tool name column 752 providingnames of approved study tools. In addition, the tool manager screen 750shows the manner of availability of the study tool in an availabilitycolumn 754. The type of file and category of audience are also providedwithin a type column 756 and an audience column 758, respectively.

Returning to FIG. 2, the software 100 also defines a media manager 140.Through functionality defined by the media manager 140, the patientrecruitment system 10 provides financial management of advertisinginvestment, tracks the effectiveness of the advertising, and ensuresthat the advertisement has the appropriate approvals in place by linkingto the item manager and regulatory tracker 130.

The media manager 140 is used for financial management and tracking ofreturn-on-investment (ROI). Specific to financial management, eachinvestigatory site conducting a clinical trial can request financialsupport for advertising outreach to patients. Sponsors set the financialparameters for the project, and the patient recruitment system 10, viathe media manager 140, ensures that each request falls within theapproved budget. As well, the media manager 140 maintains a cumulativestatement of what monies have been allocated, what has been invoiced,and what has been paid.

An example of financial management, as provided for by the media manager140, is shown by the flowchart 300 of FIG. 4. It should be noted thatFIG. 4 is an example and is not intended to limit scope of the presentinvention. As is shown by FIG. 4, a member of an investigatory site logsinto the patient recruitment system 10 to fill out an electronicadvertising request form (block 302). The electronic advertising requestform may allow for selection of a type of advertising medium that willbe used by the investigatory site such as, but not limited to, print,radio, television, direct mailing, or other advertisement. Otherinformation may also be provided on the electronic advertising requestform, or provided separate from the electronic advertising request form.As an example, the investigatory site may provide information such as,but not limited to, how long the advertisement will run, how many timesthe advertisement will run, how many patients are anticipated as beingrecruited by the advertisement, and what is the cost of theadvertisement.

As is shown by block 304, the administrator of the patient recruitmentsystem 10 reviews the advertising request and approves or rejects therequest. If the advertisement request is rejected, the investigatorysite is notified of the rejection (block 306). The rejection notice maybe provided by one of many different means such as, but not limited to,an electronic mail (email) submission to the investigatory site or amailed letter. Alternatively, if the advertising request is approved bythe administrator, a budget tracking document is automatically updatedso as to monitor potential costs (block 308).

Administrator approved advertisement requests are sent to the sponsorfor review and approval (block 310). After forwarding administratorapproved advertisement requests to the sponsor the budget trackingdocument is again automatically updated (block 312) so as to calculateexpenditures on an investigatory site-by-site basis and against anoverall advertising campaign budget. The sponsor may also receive thebudget tracking document summarizing committed, invoiced, and remainingdollars available for advertising.

As is shown by block 314, the sponsor may disapprove of theadvertisement request. Alternatively, if the sponsor approves of theadvertisement request, the administrator and the investigatory site areelectronically notified of the approval (block 316). Of course, noticeof the approval may be provided in a manner that does not involveelectronic notification. Once the advertisement request is approved, theinvestigatory site forwards an invoice for the advertising to theadministrator (block 318). Status of the advertising request may then bechanged on the document from “committed” to “invoiced.”

As mentioned above, the media manager 140 is also used to handle ROI.Specifically, investigatory sites project how many patients they assumethat a patient outreach will yield. Once the patient outreach begins,the investigatory sites enter inquiry data into the patent recruitmentsystem 10 (FIG. 6, FIG. 7, and FIG. 8, which illustrate functionality ofa patient manager) and ROI tracking begins. Timely reports areautomatically updated with this data. Such time periods may be weekly,bi-weekly, monthly, or any other time period that is beneficial.

FIG. 5 is a flowchart 350 better illustrating the ROI tracking process.Sponsors can review performance of patient outreach on a site-by-sitebasis as well as by an entire study community. The patent recruitmentsystem 100 tracks patient referrals by outreach vehicle (e.g.,advertisements), and then cross-tabulates that data with actual cost ofoutreach vehicle placement. The patient recruitment system 100 alsocreates metric reports by media type and by site. The patientrecruitment system 100 calculates per-patient cost for each outreachinitiative and provides sponsors with financial data per patientrecruitment tactic, as well as per patient.

It should be noted that FIG. 5 provides an example of the ROI trackingprocess and is not intended to be limiting. The ROI tracking processassists in linking the requested amount desired for advertising, to theactual amount spent on advertising, to an actual number of patientsenrolled in a trail. As is shown by block 352, a member of aninvestigatory site logs into the patient recruitment system 100 andfills out an electronic advertising request form. During filling out ofthe electronic advertising request form, the member enters a projectionof how many patients they believe will enter the study from theadvertising. The approved advertising is then placed and ROI trackingbegins 354.

Healthcare consumers then respond to the advertisements (block 356) andall responses are captured and classified as an inquiry. Healthcareconsumers may respond to the advertisements by either calling theinvestigatory site (block 358), calling a call center responsible forreporting to the investigatory site (block 360), or responding to theadvertisement by going to a Web site and accessing an online patientscreener (block 362). Responses to advertising are classified asinquiries and are captured by the patient recruitment system 100.

Healthcare consumers that respond to the advertisement are subjected toa prescreening process to determine if the consumer qualifies for thetreatment associated with the patient recruitment (block 364). It shouldbe noted that the prescreening process is further described andillustrated with regard to FIG. 6, FIG. 7, and FIG. 8, which are focusedon a patient manager. Healthcare consumers that pass the pre-screenerare classified by the media manager 140 as a referral. A firstappointment with the site is made for the referrals (block 366), whichis when further screening of the referral may be performed to ensurethat the referral may be subjected to proposed treatment.

It is a requirement for the referral to sign a consent form to allow thestudy to be performed on the referral (block 368). It should be notedthat referrals that sign an informed consent form are classified by thepatient recruitment system 100 as patients. The patient recruitmentsystem 100 may then track inquiries, referrals, and patients byadvertising vehicle. In addition, the patient recruitment system 100 maycross-tabulate the tracked inquiries, referrals, and patients withactual cost to develop metrics to measure effectiveness of advertisinginvestment (block 370). Timely reports may also be generated andreviewed by sponsors on the performance of each advertising type, aswell as, reports that calculate cost of inquiry, referral, and patient.

The media manager 140 also links to the document manager 132 andregulatory manager 134, thereby assuring that only approved materialsare allowed for use in advertising.

Returning to FIG. 2, the software 100 also defines search recordaccessibility 150. Specifically, in accordance with the presentinvention data fields are easily and dynamically accessible through asearch engine. This search engine self-generates database queriesdepending on user-defined search criteria. Each set of search criteriacan be saved and shared with other users of the patient recruitmentsystem 10 depending on security levels associated with a patentrecruitment system login.

Among the many different reports that may be made available by thepresent patient recruitment system 10, analysis reports and metricreports may be provided. Analysis reports are static data created in amoment in time on any data point in the storage device. A sponsor cantrack and save comparative data to a point in time (e.g., on May 1, howmany patients were consented in Boston, Mass.). In addition, a sponsorcan track and save comparative data over time.

Metric reports are dynamic data created on any data point in the storagedevice 15. Once reports are generated, the reports automaticallyincorporate new data each time the report is run (e.g., track how manypatients are consented in Boston, Mass., which will automatically changeas enrollment changes).

The software 100 also defines a patient manager 160. The patient manager160 tracks patients from original patient inquiry through consentprovided by a patient, assisting investigatory sites with managing theentire patient enrollment process, while at the same time providingsponsors with key intelligence into site activity prior to patientrandomization in a study. The functionality provided by the patientmanager is exemplified by the flowchart 400 of FIG. 6, the flowchart 450of FIG. 7, and the flowchart 500 of FIG. 8.

Functionality of the patient manager 160 may be separated into apre-screener portion and a patient status portion. The prescreenerportion of the patient manager 160 is a customized electronicquestionnaire. The purpose of the prescreener portion is to determine ifa healthcare consumer is a potential patient for a clinical study. As anexample, the electronic questionnaire may contain ten to twentyquestions. Of course, more or fewer questions may be used. Theprescreener portion is preferably programmed to skip to a closestatement if a question is answered in a way that would disqualify thepatient from the clinical study. This process may be performed throughbranch logic that is embedded in the pre-screener portion. The branchlogic dictates what page (question or close statement) is displayed tothe potential patient, based upon the answer provided by the potentialpatient (i.e., healthcare consumer). If a healthcare consumer answersthe pre-screener questionnaire in a way that would qualify thehealthcare consumer for the study, then the patient manager 160 requestsfull contact information of the healthcare consumer. Once submitted, thecontact information of this new patient, and his/her answers, are savedas a lead sheet in a patient table and associated with a specificinvestigatory site.

The purpose of the patient status portion is to associate a status witha potential patient at all times. Each healthcare consumer entered intothe patient recruitment system 10 is tagged with a status. The status isan indicator of where in the patient enrollment phase the potentialpatient presently stands. Once a site opens a new patient referral for apotential patient, the status of the potential patient automaticallychanges to reflect that the referred potential patient has been receivedat the site. Reports may be generated dynamically as patient statusesare changed. Sponsors then can receive real-time information on therecruitment status of each investigatory site.

As mentioned above, functionality provided by the patient manager isexemplified by the flowchart 400 of FIG. 6, the flowchart 450 of FIG. 7,and the flowchart 500 of FIG. 8. Specifically, the flowchart 400 of FIG.6 illustrates functionality of the patient manager 160 when acall-center is involved; the flowchart 450 of FIG. 7 illustratesfunctionality of the patient manager 160 when a potential patientcontacts an investigatory site directly; and the flowchart 500 of FIG. 8illustrates functionality of the patient manager 160 when a potentialpatient is approached about participating in a study while the potentialpatient is at an office, such as the office of a doctor.

Referring to FIG. 6, a healthcare consumer views a study tool such as,but not limited to, an advertisement, and the healthcare consumercontacts a centralized call center screener or an online screener (block402). The healthcare consumer is then required to pass a pre-screeningtest (block 404). If the healthcare consumer passes the pre-screeningtest, the healthcare consumer selects an investigatory site in theirarea for participating in the clinical trial (block 406). Alternatively,if the healthcare consumer fails the pre-screening test, the healthcareconsumer is dismissed and not allowed to participate in the clinicaltrial (block 408).

When a healthcare consumer passes the pre-screening test, the screenerinformation of the healthcare consumer is forwarded, via the patientrecruitment system 10, to the investigatory site selected and status ofthe healthcare consumer is designated as a new referral (block 410).When the investigatory site opens the screener information of thehealthcare consumer to review the information, status of the healthcareconsumer is changed to referral received (block 412). The investigatorysite may then attempt to contact the healthcare consumer, whereinresults of the attempted contact may be stored in the storage device 15by the patient manager 160 (block 414).

Screener information of the healthcare consumer is then reviewed by theinvestigatory site, after which a first appointment with the healthcareconsumer is scheduled (block 416). If, however, the investigatory sitedeems the healthcare consumer not to be qualified, the healthcareconsumer is dismissed (block 418). The healthcare consumer then visitsthe investigatory site, or a site designated by the investigatory site,and signs a consent form, thereby consenting to his/her participation inthe clinical trial (block 420). If, however, the healthcare consumerdoes not sign the consent form, the healthcare consumer is dismissed(block 422).

Referring to FIG. 7, the flowchart 450 of which illustratesfunctionality of the patient manager 160 when a healthcare consumercontacts an investigatory site directly, the investigatory site opensthe pre-screening test via use of the patient manager 160 (block 452).If the healthcare consumer passes the pre-screening test, the healthcareconsumer selects an investigatory site in their area for participatingin the clinical trial (block 454). Alternatively, if the healthcareconsumer fails the pre-screening test, the healthcare consumer isdismissed and not allowed to participate in the clinical trial (block456).

Screener information of the healthcare consumer is then reviewed by theinvestigatory site, after which a first appointment with the healthcareconsumer is scheduled (block 458). If, however, the investigatory sitedeems the healthcare consumer not to be qualified, the healthcareconsumer is dismissed (block 460). The healthcare consumer then visitsthe investigatory site, or a site designated by the investigatory site,and signs a consent form, thereby consenting to his/her participation inthe clinical trial (block 462). If, however, the healthcare consumerdoes not sign the consent form, the healthcare consumer is dismissed(block 464).

Reference is now made to the flowchart 500 of FIG. 8. As mentionedabove, FIG. 8 illustrates functionality of the patient manager 160 whena potential patient is approached about participating in a study whilethe potential patient is at an office, such as a medical office, theoffice of a doctor, or a clinic. As is shown by block 502, thehealthcare consumer is approached at the office about participating inthe clinical trial. The investigatory site then enters the informationof the healthcare consumer directly into the patient recruitment systemvia the patient manager 160 (block 504).

The healthcare consumer then visits the investigatory site, or a sitedesignated by the investigatory site, and signs a consent form, therebyconsenting to his/her participation in the clinical trial (block 506).If, however, the healthcare consumer does not sign the consent form, thehealthcare consumer is dismissed (block 508).

After receiving consent, in the case where the healthcare consumer callsa call center, calls an investigatory site directly, and in the casewhere the healthcare consumer is at an investigatory site and isapproached, status of the healthcare consumer is tracked and thehealthcare consumer is assigned to a clinical trial. It should be notedthat the sponsor receives automated reports tracking all patients frompoint of new referral through endpoints of the clinical trial. Inaddition investigatory sites receive automated reports tracking theirpatients from point of new referral though endpoints of the clinicaltrial. Further monitors receive automated reports tracking patients oftheir site from point of new referral through endpoints of the clinicaltrial.

It should be emphasized that the above-described embodiments of thepresent invention are merely possible examples of implementations,merely set forth for a clear understanding of the principles of theinvention. Many variations and modifications may be made to theabove-described embodiments of the invention without departingsubstantially from the spirit and principles of the invention. All suchmodifications and variations are intended to be included herein withinthe scope of this disclosure and the present invention and protected bythe following claims.

1. A system for gathering, managing, and analyzing patient recruitment,comprising: logic embodied on at least one non-transitory computerreadable medium configured to provide an advertising request form to amember of an investigatory site, where the investigatory site isassigned to assist with patient recruitment for a sponsor of a clinicalstudy; logic embodied on at least one non-transitory computer readablemedium configured to forward a completed advertising request form to anadministrator; logic embodied on at least one non-transitory computerreadable medium configured to forward an administrator approvedcompleted advertising request form to the sponsor for review andapproval; and logic embodied on at least one non-transitory computerreadable medium configured to notify the administrator and the member ofthe investigatory site of sponsor approval if the sponsor approves theadministrator approved completed advertising request form.
 2. The systemof claim 1, wherein the completed advertising request form furthercomprises selection of at least one type of advertising medium, andwherein the system further comprises logic embodied on at least onenon-transitory computer readable medium configured to determineanticipated expenditures to be incurred for advertising in each of saidat least one type of advertising medium.
 3. The system of claim 2,wherein the determined anticipated expenditures to be incurred foradvertising in each of said at least one type of advertising medium aredetermined per investigatory site.
 4. The system of claim 3, wherein thesystem further comprises logic embodied on at least one non-transitorycomputer readable medium configured to determine whether the anticipatedexpenditures are within a pre-defined budget.
 5. The system of claim 4,wherein the pre-defined budget is per investigatory site.
 6. The systemof claim 4, wherein the pre-defined budget is for multiple investigatorysites.
 7. The system of claim 1, wherein the completed advertisingrequest form further comprises selection of at least one type ofadvertising medium, and wherein the system further comprises logicembodied on at least one non-transitory computer readable mediumconfigured to determine anticipated expenditures to be incurred foradvertising per patient.
 8. The system of claim 7, wherein thedetermined anticipated expenditures to be incurred for advertising perpatient are determined per investigatory site.
 9. The system of claim 1,wherein the advertising request form is provided to the member of theinvestigatory site via a Web site.
 10. The system of claim 1, furthercomprising logic embodied on at least one non-transitory computerreadable medium configured to forward an invoice for advertising expenseto the administrator.
 11. The system of claim 1, further comprisinglogic embodied on at least one non-transitory computer readable mediumconfigured to update a budget tracking document when the administratorreviews the completed advertising request form.
 12. The system of claim1, further comprising logic embodied on at least one non-transitorycomputer readable medium configured to update a budget tracking documentwhen the administrator approved completed advertising request form isforwarded to the sponsor for review.
 13. The system of claim 1, whereinthe advertising request form contains selection options for selecting atleast one specific type of advertising medium.
 14. The system of claim1, wherein the advertising request form contains a list ofregulatory-approved advertising materials for selection by the member ofthe investigatory site.
 15. The system of claim 14, wherein theregulator-approved advertising materials are different for differentinvestigatory sites.
 16. The system of claim 1, wherein the completedadvertising request form further comprises selection of at least onetype of advertising medium, and wherein the system further compriseslogic embodied on at least one non-transitory computer readable mediumconfigured to determine actual expenditures incurred for advertising ineach of said at least one type of advertising medium.
 17. The system ofclaim 16, wherein the determined actual expenditures incurred foradvertising in each of said at least one type of advertising medium aredetermined per investigatory site.
 18. The system of claim 17, whereinthe system further comprises logic embodied on at least onenon-transitory computer readable medium configured to determine whetherthe determined actual expenditures are within a pre-defined budget. 19.The system of claim 1, wherein the completed advertising request formfurther comprises selection of at least one type of advertising medium,and wherein the system further comprises logic embodied on at least onenon-transitory computer readable medium configured to determine actualexpenditures incurred for advertising per patient.